SALEM CITY COUNCIL
REGULAR MEETING MINUTES
JUNE 27, 2023
The Salem City Council held a Regular Meeting on Tuesday, June 27, 2023 at Salem City Hall, 229 West Main Street Salem, WV.
Mayor James Robert Samples called the meeting to order at 6:00 pm. All in attendance recited the Pledge of Allegiance to the United States of America. Council Member Linda Stuart gave the blessing.
Mayor Samples called for roll call. PRESENT:
Council Members: John Golden, Timothy Jamison,Nancy Siders, Linda Stuart and Jeff Edwards ABSENT: Council Member Shawnette StouCity Attorney Sam Harrold
A motion was made by Council Member Nancy Siders to approve the Special Meeting Minutes for June 12, 2023. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.
A motion was made by Council Member Timothy Jamison to approve the Public Hearing Meeting Minutes for June 13, 2023. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote.
A motion was made by Council Member John Golden to approve the Regular Meeting Minutes for June 13, 2023. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote.
A motion was made by Council Member Nancy Siders to approve the Special Meeting Minutes for June 16, 2023. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote, Council Member Stuart .
Bennett & Dobbins, PLLC Representative Phil Nuce – Water Rate Increase Bennett & Dobbins, PLLC Representative Phil Nuce informed Council Members that because of the Clarksburg Water Board rate increase, the expenses for operating the city’s water system has increased. The city is no longer meeting the requirements of their bonds for debt service coverage and the funding of reserves. The city will not be eligible to receive grant or loan packages. In order to proceed with the Phase IV Water System Improvement Project, the city must raise its rates by 10.58%. The minimum water rate would go to $49.98 up $4.78 from the current rate of $45.20. The increase is just to cover Clarksburg’s water rate increase and nothing else.
A motion was made by Council Member John Golden to move forward with the rate increase and update the ordinance to include a price differentiation for customer meter sizes. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote.
Phase III – Wastewater System Project — E.L. Robinson Representative Joe Rose provided Council Memberwith a brief update. There will be a scope development meeting on July 3rd with E.L. Robinson Representatives, City Manager Jeff Edwards, and Chief Operator Gary White. An E.L. Robinson Representative will provide an estimated project cost update during the Council Meeting on July 25th. The proposed completion and presentation of the Preliminary Engineering Report will be presented to Council Members on September 25, 2023.
Phase IV – Water System Improvement Project — The Thrasher Group Representative Logan McClure presented Council Members with Amendment # 2 to the Engineering Services Agreement with Thrasher for the project. This Amendment covers the increase in the project scope that includes the replacement of all water meters and the line replacement under Rt. 50 going to Rt. 23. A motion was made by Council Member Timothy Jamison to approve Amendment # 2. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote.
Region VI Representative Sheena Hunt informed Council Members that the IJDC approved the change in scope, cost, and funding of the Phase IV Water System Improvement Project. The estimated cost of the project is over $5.8 million. Mrs. Hunt provided a list of the funding sources as follows:
$2,000,000 CDBG — $1,000,000 DWTRF Principal Forgiveness Loan — $284,200 DWTRF Lead Service Line Grant — $295,800 DWTRF Lead Service Line Loan — $241,500 Harrison County Commission ARPA Grant $100,000 Salem ARPA Grant — $960,000 WDA EEGF — $1,000,000 IJDC GRANT
The project is approximately 90% designed as of now. The project should start in 2024 and construction should be completed by 2025.
Sidewalk Project — There was nothing new to report on this project. At a previous meeting, The Thrasher Group Representative Steve Haynes stated that Jeff Gola had received the DOH agreement and had already sent it back. Thrasher is just waiting for the official letter from the State to move forward with the design of the project.
City Attorney’s Report
City Attorney Sam Harrold was absent.
City Manager’s Report
1. City Manager Jeff Edwards informed Council Members that he has received clarification on the bidding process. There was some concern that only one bid was received for asbestos removal and how that might affect the bidding process. Mr. Edwards was given the go-ahead by the state to proceed with the asbestos removal and demolition of 239 West Main Street. Allegheny Environmental submitted a bid for the asbestos removal in the amount of $11,800. Triple H Enterprises submitted a bid for the demolition in the amount of $20,640. Enviroclean LLC submitted a bid for demolition in the amount of $12,140 however; not all of the requirements were met and once clarification was received the bid doubled. City Manager Jeff Edwards stated that the amount for the asbestos removal and demolition totaled $32,440 and there is approximately $27,000 left in funds from the state. The city will have to pay the difference.
A motion was made by Council Member John Golden to accept the bids from Allegheny Environmental in the amount of $11,800 and Triple H Enterprises in the amount of $20,640. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote.
2. City Manager Jeff Edwards stated that Ace Hardware has requested a 20 ft. easement with the city so they can move their propane tank. A motion was made by Council Member Timothy Jamison to approve the easement with Ace Hardware as long as there is a clause stating that there will be no buildings. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote.
3. At a previous Council Meeting, Members agreed to allow Mr. Edwards to spend ARPA Funds on necessary and immediate repairs to the water system. City Manager Jeff Edwards informed Council Members that to prevent further billable water loss at the prison the city will be installing a master meter at the beginning of the prison’s line. This should cost approximately $35,000. The state has agreed to reimburse the city however; the city will more than likely not be able to charge for the $10,000 meter. Once reimbursed, the city will reimburse the ARPA fund.
4. City Manager Jeff Edwards introduced a new full-time officer, Officer Colton Travis. Officer Travis is familiar with the area as he started his law enforcement career here at the city.
City Clerk’s Report — 1. City Clerk Kayla Nicholas requested that Council Members approve a loan from the Sewer Fund to the General Fund which is commonly referred to as a ‘Due to Due from’ in the amount of $200,000. A motion was made by Council Member Timothy Jamison to approve the $200,000 loan from the Sewer Fund to the General Fund. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote with one member abstaining. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – abstained, Mayor Samples – aye.
2. City Clerk Kayla Nicholas requested the removal of Council Member Timothy Jamison as Check Signer on all West Union Bank Accounts. A motion was made by Council Member Timothy Jamison to remove Council Member Timothy Jamison as Check Signer on all West Union Bank Accounts. The motion was seconded by Council Member John Golden The motion passed by unanimous voice vote with one member abstaining. Council Member Golden – aye, Council Member Jamison – abstained, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.
Council Member Stuart — Council Member Linda Stuart requested that her agenda item ‘Discussion on Establishing a Water Board’ be postponed until the new Council Members take their positions.
Public Sign-in Sheet — Mr. Joseph Hof expressed his concerns over the water rate increase. Mr. Hof commented further that he is looking forward to the next meeting with the change in Council Members and wished good luck to those Council Members leaving.
Mayor Samples adjourned the meeting at 7:36 pm.